CalmCompliance
Personnel

Add and manage company contracts

Add one or more Contract blocks on a company record to store commercial terms, renewal settings, a linked contact, notes, and contract-specific files. You need the Manager or Admin role for the Personnel module to create, edit, or delete contracts. Inherited companies from a parent site are view-only.

Before you start

You need the Manager or Admin role for the Personnel module. Members can view contracts on companies they can open, but they cannot change them. Managers and Admins can also view sensitive company block content when it is revealed. For the full role matrix, see Personnel roles and access.

Company-level Notes on the company page are separate from the Notes field on a Contract block. For company-level notes, see Adding and managing company details.

Add a Contract block

A company can have multiple Contract blocks. Addresses and UK Company Registration remain limited to one each.

  1. Open the company under People > Companies.

  2. In Company Blocks, click Add Block.

  3. Choose Contract.

  4. Enter the contract details and click Add Contract.

If you leave the label blank, the block title shows Contract.

Contract fields

These fields are available on the contract form:

  • Label — optional display name for the block

  • Contract Number

  • Account Number

  • Start Date — required

  • Expiry Date — required for fixed-term contracts; hidden when Auto-Renews is on

  • Auto-Renews — switch that marks the contract as auto-renewing

  • Term — optional amount with unit Day, Days, Week, Weeks, Month, Months, Year, or Years

  • Notice Period — optional amount with the same units as Term

  • Renewal Frequency — Monthly, Quarterly, Annually, or Other

  • Frequency Detail — required when Renewal Frequency is Other

  • Contract Value

  • Contact — optional contact from the same company

  • Notes — optional notes for this contract only

  • Record Access Views — optional reveal protection for the block

  • File Attachments — files kept on this contract only

If you enter a Term or Notice Period amount, you must also choose a unit, and the reverse. Blank contract notes are cleared when you save.

Fixed-term and auto-renewing contracts

Use Auto-Renews to choose whether the contract has an end date.

  • Fixed-term — leave Auto-Renews off. Enter an Expiry Date on or after the Start Date.

  • Auto-renewing — turn Auto-Renews on. The Expiry Date field is hidden and any expiry is cleared on save. The contract shows an Auto-Renewing status instead of an end date.

Status badges

Each Contract block shows one status badge, evaluated in this order:

  • Upcoming — the start date is in the future

  • Expired — today is after the expiry date

  • Expiring Soon — a fixed-term expiry date is within the next 30 days

  • Auto-Renewing — Auto-Renews is on and none of the statuses above apply

  • Active — the contract has started and is not expired, expiring soon, or auto-renewing

You can link one contact from the same company to a contract.

  1. Open the Contract block form.

  2. In Contact, choose a contact that already belongs to this company.

  3. Save with Add Contract or Save Contract.

Contacts from other companies cannot be selected. When a contact is linked, their phone and email from the contact record are shown on the contract.

Attach files to a contract

Files on a Contract block stay with that contract and do not appear on other contracts on the same company.

  1. Open the Contract block form.

  2. In File Attachments, use Upload File to add a file. When you create a new contract, selected files are attached when you save the block.

  3. To remove a file from an existing contract, use the remove action on the attachment and confirm Remove.

If no files are attached yet, the section can show No files attached.

Edit or delete a Contract block

Edit or delete one contract without changing the company’s other Contract blocks.

  1. Open the company and find the Contract block under Company Blocks.

  2. Edit the block, update the fields, and click Save Contract.

  3. To delete the block, use the delete control on the block and confirm Delete.

Protect sensitive contract details

Turn on Record Access Views so staff must reveal the block before they see its content. New Contract blocks are not protected by default.

  1. Open the Contract block form.

  2. Turn on Record Access Views.

  3. Save with Add Contract or Save Contract.

When enabled, the block stays hidden until someone with permission clicks View Information. Each reveal is recorded in the audit log as Company Block Viewed. Managers and Admins can view sensitive company blocks; Members cannot.

Track contract expiry in Insights

Fixed-term contracts with an expiry date appear in the shared expirations report under the Company Contracts source.

  1. Go to Insights > Expirations.

  2. Review rows from Company Contracts. The record shows the company name, and the category shows as Personnel › Contract.

  3. Use the look-ahead window and Expiring or Expired filters as needed.

Only fixed-term contracts with an expiry date are included. Auto-renewing contracts never appear under Company Contracts. Items inside the selected look-ahead window appear as expiring; past dates appear as expired. You need permission to view companies to see these rows.

Inherited companies

On an inherited child-site company, Contract blocks and their files are visible, but you cannot create, edit, or delete contracts or change their files from the child site. Manage those contracts on the owning site instead.

Audit history

Contract activity is recorded in the audit log with these actions:

  • Company Contract Block Created

  • Company Contract Block Updated

  • Company Contract Block Deleted

  • Company Block Viewed — when someone reveals a protected block

To review the site audit log, see Viewing Audit History and Understanding Audit Events.

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